Training ePortfolio helpsheet for trainers

RCOG TRAINING EPORTFOLIO HELPSHEETS

GUIDANCE FOR TRAINERS JULY 2013

RCOG Training ePortfolio Help Sheets PAGE 2 Trainer

• ePortfolio Access

• Curriculum / Logbook Section

• Forms Section


ePortfolio Access

1. Accessing the RCOG ePortfolio

2. Accessing your Supervised Trainees • Educational Supervisors • College Tutors and Training Programme Directors

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Accessing the RCOG ePortfolio The College provides all Educational Supervisors, College Tutors and Training Programme Directors with an ePortfolio, which enables more practical, portable access to Trainee information and training forms. All new Trainers should automatically receive details from the college regarding ePortfolio access (by email), as your School or Deanery will have contacted us in order to have an ePortfolio account configured. The ePortfolio can be accessed at https://www.nhseportfolios.org. You should enter your ePortfolio Username and Password in the “Log In” box, then click to proceed. If you require a reminder of your details, click the “Forgot Password?” link.

If you have not received your login details for the ePortfolio or have any queries, please contact the ePortfolio Coordinator on telephone number 020 7772 6204 or email [email protected]. Back to Top

https://www.nhseportfolios.org/

mailto:[email protected]


Accessing your Supervised Trainees Educational Supervisors Once you are logged into your ePortfolio account, you will be presented with the “Select Role” page. Select the option for “RCOG Educational Supervisor”.

You will then be presented with the RCOG Educational Supervisors homepage which will provide you with any relevant and up-to-date RCOG news and information, through the “Alerts” and “Courses & Seminars”. Under “Quick Links”, click the option to “Select a Trainee”.

You will then be presented with a list of the Trainees that you supervise. Click on a Trainee name to access their account.


You will then be presented with the Trainer view of the Trainee’s account, which can be navigated using the menu which appears on the left-hand side.

You can use the links in this menu to access information about your Trainee. The sections are divided as follows: Profile - View information about the Trainee's personal and post details. Forms - View the various electronic Forms that are stored in the Trainee's ePortfolio including Work-Based Assessments, Educational Supervision Forms and Meetings. Curriculum / Logbook - View evidence of the Trainee's progress linked to competences in the Curriculum. Reflection - View the Trainee's reflection on learning opportunities. Further information on each of these areas can be found in the relevant 2013 Training ePortfolio Helpsheet, accessible through the RCOG website. Back to Top


College Tutors and Training Programme Directors Once you are logged into your ePortfolio account, you will be presented with the “Select Role” page. Select the option for either “RCOG College Tutor” or “RCOG Training Programme Director” as appropriate.

You will then be presented with the relevant homepage which will provide you with any relevant and up-to-date RCOG news and information, through the “Alerts” and “Courses & Seminars”. Under “Quick Links”, click the option to “Select a Trainee”.

You will then be presented with a list of the Trainees within your hospital or region. Click on a Trainee name to access their account.


You will then be presented with the Trainer view of the Trainee’s account, which can be navigated using the menu which appears on the left-hand side.

You can use the links in this menu to access information about the Trainee. The sections are divided as follows: Profile - View information about the Trainee's personal and post details. Forms - View the various electronic Forms that are stored in the Trainee's ePortfolio including Work-Based Assessments, Educational Supervision Forms and Meetings. Curriculum / Logbook - View evidence of the Trainee's progress linked to competences in the Curriculum. Reflection - View the Trainee's reflection on learning opportunities. Progress - Area for access and completion of the electronic ARCP and Educational Supervisor’s Report forms Further information on each of these areas can be found in the relevant 2013 Training ePortfolio help sheet, accessible through the RCOG website. Back to Top


Support from the College The College provides dedicated ePortfolio support. If you have any comments or queries relating to the RCOG ePortfolio, please contact the ePortfolio Coordinator on telephone number 020 7772 6204 or email [email protected]. Back to Top

mailto:[email protected]


Curriculum / Logbook Section

1. Using the Curriculum / Logbook section of the RCOG ePortfolio

2. RCOG 2013 Curriculum / Logbook

• Logbook Output Report

• Trainee Competence Tool – “Single Version of the RCOG

Curriculum - Which Changes Affect Me” • Curriculum / Logbook Progress • Curriculum / Logbook Modules

o “Hourglass” icon o Competence Ticket Requests

3. RCOG 2007 Curriculum / Logbook

4. RCOG ATSM

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Using the Curriculum / Logbook section of the RCOG ePortfolio

The RCOG Training ePortfolio includes a multi-functional logbook recording system, which allows Trainees to enter their curriculum competence ratings. It is then possible for Supervisors and Deanery/School educational support staff to see how the Trainee is progressing through the curriculum. The system also allows the Trainee to link work place based assessments, reflective logs and personal library files to specific curriculum competences. Your Trainee’s Curriculum section is easily accessed through the sidebar on the left-hand side of the page, when you are viewing the Trainee’s ‘Home Page’. The overall progression towards the end of training for each module is recorded under ‘Curriculum Progress’. Please note that “RCOG ATSM” will only appear if the Trainee has Advanced Training Skills Modules (ATSMs) assigned to their ePortfolio account. Back to Top


RCOG 2013 Curriculum / Logbook Logbook Output Report One of the biggest changes arising from the implementation of the 2013 RCOG Single Curriculum is the scrapping of hard copy logbooks. The RCOG realise that Trainers are very much accustomed to this format, so we have ensured an equivalent will be made available through the ePortfolio. From the RCOG 2013 Curriculum / Logbook menu Trainers can select “Logbook Output Report”.

You will then be given the option to choose which Trainee Curriculum / Logbook, and then the specific module that you would like to view in the Logbook Output Report.


You will then be presented with the “Logbook Output Report” page for the specific module that you select.

You can then click on “sign” where appropriate. The rating information entered will appear under the relevant “Level”, to the right of the relevant competence title.

The information will also appear under the relevant module and competence in the Trainee’s “RCOG 2013 Curriculum / Logbook” section Back to Top


Trainee Competence Tool – “Single Version of the RCOG Curriculum - Which Changes Affect Me” As part of the implementation of the RCOG 2013 Single Curriculum, the Trainee Competence Tool has been introduced into the ePortfolio. The tool is intended to inform Trainees which competence changes or amendments affect them, based on the specific training year that they will enter in 2013.

Once a training year is selected, the Trainee will be presented with a list of the Core Curriculum Modules. Modules where relevant changes have occurred will be hyperlinked in blue.


When the Trainee clicks on a module, the specific changes are shown in a table.

It is also possible to access information and guidance on sign-off by “OM” (Other Methodologies), by clicking on the hyperlink in the Trainee Competence Tool main menu and the module tables (where applicable). Back to Top

Curriculum / Logbook Progress From the RCOG 2013 Curriculum / Logbook menu, it is possible to access the Trainee’s ‘Curriculum / Logbook Progress’ area.

The curriculum progress section is maintained by the Trainee and will keep Supervisors up to date with ongoing progress.


When accessing each module of the curriculum, Trainees update either module completion or completion of the constituent parts as they progress through basic, intermediate and advanced training. The date of sign off should also be recorded. Each log enables the Supervisor or Trainee to comment specifically on the completion which will be displayed next to the log as below.

If the curriculum section is kept up to date it will allow both the Trainee and the Educational Supervisor to assess the progress through the curriculum easily, and to see where further experience may be required. These logs in the curriculum can be linked from the Curriculum / Logbook Progress menu screen using this icon which exists next to each curriculum module in the first screen of the menu.

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Curriculum / Logbook Modules

From the RCOG 2013 Curriculum / Logbook menu, it is also possible to access the Trainee’s curriculum modules.

Each competence is displayed within the relevant module. Once a module is selected the competences are listed beneath it with any relevant transcribed logs, comments or links previously entered.


To add a Trainer’s rating to a log, Trainers select the competence by clicking on it (for example ‘History Taking’, above) and they will then be taken to a screen where they can enter what level has been signed off, when the competence was signed off and any comments.

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“Hourglass” icon Within the 2013 Curriculum / Logbook section, there is now an "Hourglass" icon to show

the Trainee’s 2007 progress This icon will appear next to all competences where the Trainee has 2007 Curriculum/Logbook information present. When clicked, it will drop-down to show the details.


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Competence Ticket Requests It is now possible for Trainees to send Ticket Requests for Curriculum / Logbook competences, to allow completion by an External Assessor. In the past Trainees would need to enter all of their competence rating information themselves, then have all of this information verified by their assigned Educational Supervisor. It is also possible for Trainers to generate tickets on behalf of the Trainee, by clicking the

“Ticket” icon to the right of a competence title.

You will then be required to confirm that the competence title is correct, and then enter the assessor’s email address.

The ticket method generates an email which is sent to a trainer/assessor with a code to access and complete the competence rating. The assessor will then need to enter the code


under the field labeled ‘assessors’ on the ePortfolio homepage (https://www.nhseportfolios.org). Once completed, the competence rating will appear under the Trainee’s 2013 Curriculum / Logbook section

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RCOG 2007 Curriculum / Logbook It is also possible to view all information previously entered on the 2007 RCOG ePortfolio Curriculum / Logbook by the Trainee, by selecting the “RCOG 2007” option from the Curriculum / Logbook menu.

From the RCOG 2007 menu Trainers can select a curriculum module. Each competence is displayed within the relevant module, and once a module is selected the competences are listed beneath it with any relevant transcribed logs, comments or links previously entered.

The "Hourglass" icon is also present to show where relevant competence information has been entered in the RCOG 2013 Curriculum / Logbook area. When clicked, it will drop-down to show the details.

https://www.nhseportfolios.org/


Please note that this area is view only, and that all new competence information should be entered in the RCOG 2013 Curriculum / Logbook area. Back to Top

RCOG ATSM

For all Trainees undertaking Advanced Training Skills Modules (ATSMs), the ‘RCOG ATSM’ option will appear under the Curriculum / Logbook menu.

To sign off ATSM competences for the Trainee:

• Click on the relevant ATSM • Click on the relevant Competence

You will then be able to sign off the specific competence for the Trainee. It is also possible to link competences with other areas of the ePortfolio (such as completed forms and personal library items), by clicking on the link icon to the right of the competence title.


It is also now possible to send “Ticket Requests” for the ATSM competences, by clicking the

“Ticket” icon to the right of a competence title. The Ticket Request process is described here. Back to Top


Forms Section

1. Summary Overview

2. Work – Based Assessments

3. ATSMs

4. Educational Supervision / Meetings

• Generation of the Team Observation 2 Summary (TO2) • Induction and Appraisal forms for Educational

Supervisors

5. Ticket Requests

• What is the ticket functionality for external

assessments? • Work – Based Assessment Ticket Requests • Team Observation Forms

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Summary Overview Upon selecting the Summary Overview option from the Forms drop down menu the user is taken to the Forms summary overview which consists of a top down view of submissions.

These range from induction meetings to Work-Based Assessments holistically for the posts actuated on the user’s account. The user can create forms from this screen and also see the number of submissions for each form.

If the user clicks on the hyperlinked number of submissions, this link will take them to the relevant area of the Forms section (i.e. Work-Based Assessments or Educational Supervision / Meetings). This section of the ePortfolio is dedicated to requesting or completing assessments and allows the user, by clicking on the three blue rectangles by the assessment, to link assessments to different areas within the ePortfolio. Back to Top


Work – Based Assessments

N.B. Any WBA forms that the Trainee creates through their RCOG Trainee login will not be validated assessments. Only assessments carried out through a supervisory login such as a College Tutor or Educational Supervisor, or validated ticket assessor route will be counted as a valid assessment for ARCP purposes. When creating an assessment with Trainee and Trainer present this should always be done through the Trainer’s login. Trainers can select the “Work-Based Assessments” option, from the “Forms” menu with the Trainee’s account.

You will then be presented with the “Work-Based Assessments Summary” page.


Details of the Trainee’s completed WBAs are provided (with date, time and Trainer information). The “Links” icon is also present, which allows you to link the Trainee’s assessments to other relevant areas of their ePortfolio.

This page also gives Trainers the following options, on behalf of the Trainee: Request External Assessment – Takes the Trainer to the “Ticket Requests” area for assessments. An explanation is available here. Add New Assessment – Takes the Trainer through to the electronic Work-Based Assessment forms. From this screen, to complete a Workplace Based Assessment simply select the appropriate assessment from the appropriate training year and click on the ‘Create’ option next to it.


Once the assessment is completed ensure that the appropriate option is chosen at the bottom of the assessment (i.e. Form completed together or separately at computer during or after assessment). It is possible to submit the assessment by clicking “Save”. The form will then be visible under the Trainee’s “Work-Based Assessments Summary” and “Summary Overview” areas. Back to Top


ATSMs N.B. Any ATSM forms that the Trainee creates through their RCOG Trainee login will not be validated assessments. Only assessments carried out through a supervisory login such as a College Tutor or Educational Supervisor, or validated ticket assessor route will be counted as a valid assessment for ARCP purposes. When creating an assessment with Trainee and Trainer present this should always be done through the Trainer’s login. Trainers can select the “ATSMs” option, from the “Forms” menu with the Trainee’s account.

You will then be presented with the “ATSMs” page.

Details of the Trainee’s completed ATSM assessments are provided (with date, time and Trainer information). The “Links” icon is also present, which allows you to link the Trainee’s ATSM assessments to other relevant areas of their ePortfolio.


This page also gives Trainers the following options, on behalf of the Trainee: Request External Assessment – Takes the Trainer to the “Ticket Requests” area for assessments. An explanation is available here. Add New ATSM – Takes the Trainer through to the electronic ATSM assessment forms. From this screen, to complete an ATSM form simply select the appropriate assessment from the appropriate training year and click on the ‘Create’ option next to it.

Once the assessment is completed ensure that the appropriate option is chosen at the bottom of the assessment (i.e. Form completed together or separately at computer during or after assessment). It is possible to submit the assessment by clicking “Save”. The form will then be visible under the Trainee’s “ATSMs” and “Summary Overview” areas. Back to Top


Educational Supervision / Meetings

Trainers can select the “Educational Supervision / Meetings” option, from the “Forms” menu with the Trainee’s account.

You will then be presented with the “Educational Supervision / Meetings” page. Details of the Trainee’s completed Educational Supervision / Meetings forms are provided (with date and time).

The “Links” icon is also present, which allows you to link the Trainee’s Educational Supervision / Meetings forms to other relevant areas of their ePortfolio. This page also gives Trainers the following option, on behalf of the Trainee:


Add New Meeting or Form – Takes the Trainer through to the electronic Educational Supervision / Meetings assessment forms. From this screen simply select the appropriate form from the appropriate training year and click on the ‘Create’ option next to it.

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Generation of the Team Observation 2 Summary (TO2) The Trainer should follow the steps below to generate the Trainee’s TO2:

1. From the “Educational Supervision / Meetings” page, click “Create” next to the “Team Observation Summary (TO2)” option (this can also be done through “Forms” > “Summary Overview” > “Create” next to the Team Observation Summary (TO2) option).


2. The form you are presented with contains collated data from all the previously unprocessed TO1 forms listed for that post.

3. If you have paper copies then these can be inputted by overwriting the numbers that are shown for each option.

4. Comments appear separated by a dotted line. Before you save the TO2 please ensure data is entered from paper TO1 forms, and the comments are ready to be viewed by the Trainee.

5. If you wish to release all electronic TO1 form submissions to the Trainee, select the appropriate option. If not, the TO1 form received remains visible but the trainee cannot access the form’s content.


6. You must select "Release Summary to Trainee’ in order for the Trainee to be able to

access the TO2 form when they log into their account.

7. Click “Save” to save the completed TO2 Summary. When the TO2 form is saved it cannot be edited subsequently except for the option to make TO1 forms or the TO2 Summary visible to Trainees if they have not originally been released. The same can be said for hiding the TO1 forms after they had previously been released. This permission level can be amended many times. Back to Top

Induction and Appraisal forms for Educational Supervisors You may have completed your induction and appraisal form with your Educational Supervisor and should now transfer this to your ePortfolio. If you have completed the form electronically (within the Microsoft Word document), it should not take you very long to copy and paste the data in to the ePortfolio and you will then have all of your data available electronically. If your induction and appraisal document has been written and signed by hand on paper, you will need to re-type the text in to the form, but hang on to the paper version with the signature. Follow the steps below:

1. When you have accessed the Trainee’s account, click the ‘Forms’ tab and select the “Educational Supervision / Meetings” option.


2. Click “Add New Meeting or Form”. This can be an induction of annual review. Other meetings should be recorded in the reflective area of the ePortfolio as logs of meetings/experiences.

3. Click to create i.e. to load the Induction and Appraisal form, ensuring the correct post details are showing for the Trainee.

4. Complete the form and then at the bottom, tick the box shown and save the form. It cannot be edited afterwards.

Retaining paper copies of authorised documentation Trainees are likely to collect paper certificates and documents throughout training so even though they no longer have a paper based Training Portfolio and file, we recommend that they do keep a file so that they retain this important paperwork. How to upload induction and appraisal draft notes Trainees can also scan paper-based documents and upload them to their personal library so that they are easily accessible. Back to Top


Ticket Requests

What is the ticket functionality for external assessments? There are a couple of ways to access the screen needed to request an external assessment/Ticket Request. From the Trainee’s “Forms” menu, Trainers can select the “Ticket Requests” option.

Alternatively through “Forms” > “Work-Based Assessments”, it is possible to select the “Request New Assessment” option.

By clicking on this option the user is taken to a ticket summary screen, which is automatically calibrated to display the Trainee’s outstanding tickets from the last month. This timescale can be altered. Back to Top


Work – Based Assessment Ticket Requests

It is possible for Trainers to send “Ticket Requests” for assessments on behalf of the Trainee, by following the process below:

1. In the Trainee’s account, select “Forms” > “Ticket Requests” > “Generate New Ticket” > select relevant post and OSATS/Mini CEX > click “Next” > enter assessor email and details > select “Send email to assessor” then “Finish” (NB: If you are completing an assessment for your own supervised Trainee, you should log in to your own account to do this. A ticket is not required)

2. Ticket and code is visible to Trainer immediately. 3. Ticket code and request for assessment completion is also emailed to the assessor 4. Code is put into eportfolio account by assessor 5. Assessor completes and saves OSATS/Mini CEX online (box at bottom is ticked to say

that assessment is completed online) When the Trainee next logs back in to their account, the assessment is available to view within their ePortfolio. Trainees, Educational Supervisors, Training Programme Directors, College Tutors and Chairs of Deanery STCs or Heads of Schools can access workplace-based assessments for Trainees relevant to them. In order to have a case-based discussion assessment completed, exactly the same principle applies, but obviously case-based discussions are likely to be pre-arranged so the ePortfolio form completion can be managed accordingly. Back to Top


Team Observation forms The ticket assessment method can also be used for the completion of Team Observation 1 forms. When assessors have completed a TO1 form, the Trainee can see the number of forms that have been completed, but they cannot access the forms to view the content. Educational Supervisors, Training Programme Directors and College Tutors can see the content of the TO1 forms, and the Educational Supervisor is responsible for generating a TO2 form for the ARCP or appraisal. TO1 forms can be sent to Trainees but this is at the request of the Trainee and they would need to ask their Educational Supervisor to release the forms. The TO2 generation process is described here. Constructive feedback and appropriate support from the Educational Supervisor would be required in this situation, as appropriate. Back to Top

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